30 October 2011

Archiving mails stores them for future use but removes them from your inbox, reducing clutter while promoting electronic data storage. Since Many Readers of This Blog Requested me for the "How to archive mail" Tutorial.I am Writing This one.Computer-based email clients such as Outlook have an archive function built in. However, with the exception of Gmail, webmail applications don't offer this function so users must archive their webmail through a computer-based client. Enabling archiving is easy; archiving the thousand of emails a user has can be time-consuming but not difficult. Choose the right method for your webmail client.Follow My Method and Forget Other email archive solutions Forever.

Method:

Note: The following procedure is valid only for Microsoft Office Outlook 2007. You can determine which version you are using by opening Outlook and clicking on Help > About Microsoft Outlook.

1. Open Outlook.

The Personal Folder file (.pst / PST) is the place where Outlook stores its data (when you're using Outlook without Microsoft® Exchange Server). Each Personal Folder file contains all of your Outlook folders, including the Inbox, Calendar, and Contacts. You may have a single .pst file (usually called "Internet Folders" or "Personal Folders" in your Folder List), and you may also have an additional .pst file that you use to archive messages (named "Archive Folders"). By backing up these PST files you will be backing up all your Outlook information.

In previous versions of Outlook, it was difficult to locate the folder containing the personal folder files. Developers have made this task much easier in Outlook 2007.

There are two ways to access the location of your data files. In the main menu, you can either click File > Data File Management... or Tools > Account Settings...

If not already selected, click on the "Data Files" tab. You may have a single data file or multiple data files. These "Data Files" are where you store your email messages, calendar, tasks and other items.

Highlight the data file that you are interested in backing up and click on the "Open Folder..." icon. Clicking on this icon will automatically launch Windows Explorer and take you to the location where this data file is stored.

Within the folder you should find an outlook.pst file . Burn this file to a CDROM disk or other backup source. If you archive your email, be sure to backup the archive.pst file as well. Prior to backing up these files, Outlook will need to be closed.

The table below lists key Outlook files that you may want to back up in addition to your Personal Folder(s). You will need to completely exit Outlook prior to copying these files. Depending upon your configuration some or all of these files may be present in your Outlook directory.

Restoring:

If you have followed the steps above to backup your Outlook data, restoring is simple. All you do is copy the backup PST file(s) into the folder that you located when you initially backed up your work.